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Insurance agency management

How to find and size your Applied Epic data.

Find how many policies, clients and attachments Applied Epic holds, and how report, CSV and SDK pulls work for a full-history copy.

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Find how much you have

  1. In Applied Epic, open Reports/Marketing from the navigation panel on the Home screen, or from Areas on the menubar. The My Reports list opens first, so use the view filter or the navigation panel to switch to Policy Reports.

  2. Highlight Policy List, the report Applied describes as showing all of an agency's policies and lines. Leave the shared version alone. Click Actions, then Create New Report, name your copy and save it to My Reports.

  3. On the Criteria screen, review every criterion so nothing hides your history. Each one can include or exclude selections, and the date criteria offer All dates, Blanks only, a Fixed date range or a Relative date range. Choose All dates, then look at any criterion that filters by status, agency, branch or producer.

  4. Click Layouts on the navigation panel to edit the layout in the Report Output Builder, and make sure the output shows a column that identifies each policy, such as the policy lookup code, along with the line of business and the dates. On the Delivery Options screen, send the report to your email address and, in the Attach as dropdown, choose CSV or Microsoft Excel Workbook. In the Scheduling section, choose Now.

  5. Open the file and count the distinct policy identifiers. The Policy List covers policies and lines, and on the Policies screen a package policy shows its lines of business beneath it, so say on your intake whether you counted policies or lines. Then run Book of Business - Policy Book, which Applied describes as the agency's current book of policies, to see how much of the total is current.

  6. For the start date, sort the report by expiration date and read the oldest. The Policy List already sorts by expiration date. Run the Expiration Report with its range starting at Open and ending today to catch expired policies that were never renewed.

What to put on your intake

Your intake has five boxes for each system. Here is what goes in each one for Applied Epic.

What does it hold?
Client and prospect accounts, policies and lines of business, claims, activities and notes, attachments, and agency accounting transactions. Say which of these you keep current, for example commercial lines with renewals and carrier correspondence.
Data types
Structured records for accounts, policies, claims and transactions. Add Text only if your activities and notes hold real written detail. Attachments are excluded by default, so leave Image off unless you own the scans and plan to license them.
How big is it?
Choose Policies and enter the total from your Policy List count. Put client accounts, claims and an attachment estimate in the description, and say whether the figure counts policies or lines and whether expired and cancelled policies are included.
Verified or estimated
Verified when the count comes from a Policy List report run on all dates with no hidden filters, counted by distinct policy identifier. Estimated when it comes from one year of expirations, the current book alone or an older figure.
Records start
The earliest policy date in the report. If you moved to Epic from another agency system, the older history probably stays there, so add that system as its own entry.

Exporting the full history

If a buyer licenses your records, this is how the full history comes out of Applied Epic.

  1. A full-history export happens only after a license is signed and the scope is agreed: which lines of business, whether inactive accounts are in, which date range, and whether attachments and accounting transactions are included.

  2. Reports route. An administrator runs the agreed reports from Reports/Marketing. Epic groups them into Account, Activity, Application, Claim, Client Contracts, General Ledger, Interface, Management, Opportunities, Policy and Transaction reports. Copy each one, set its criteria to the agreed range, choose CSV or Microsoft Excel Workbook under Attach as and name the recipient. The Excel version holds the raw data behind the report, including items the printed layout hides, but not the totals or calculations. A report can run now or on a schedule, so a long history can be sliced into fixed date ranges.

  3. Lists and single records. The Print window has a Print to CSV file checkbox that saves the printed document as a CSV file. Applied says people using Epic in a web browser cannot print directly from within the system, so they should check Applied's Printing topic for their options. Export Risks and Export Contacts start from one selected policy or account and use a mapping file, and Applied describes the contact export as a tool for client verification, so treat both as spot checks and not a bulk copy.

  4. Attachments. The attachment list in Epic shows at most 10,000 for a search and defaults to the last six months. The help articles we read describe working with attachments one account at a time and do not describe a bulk export from the screen. The Epic SDK lists an Attachment area with retrieve functions, so plan a separate pull through the SDK with Applied or an integration partner if attachments are in scope.

  5. Code route. Applied publishes the Epic SDK. Its REST API documentation (2023.1) lists Change Tracking, Leads Inbox, Logins, Lookups, Persons, Policies, Quotes, Sticky Notes and Users, and its SOAP API lists areas of integration such as Client, Policy, Claim, Activity and Attachment. A developer or integration partner would use it for a bulk pull. We did not find public pricing or access terms, so ask your Applied representative what access involves.

  6. Under the license, client names, contact details, addresses, policy, claim and account numbers, dates of birth and government ID numbers are removed before delivery, and banking and payment details are excluded.

We only ask for an export after you sign a license and agree the scope. Sizing your data for the intake never needs one.

Limits to know

  • The Applied help pages we read are for the 2023.2 release. Menu names, report names and steps in your release may differ, so check them against your own Help menu.
  • The attachment list shows at most 10,000 items and defaults to those added in the last six months. When a search matches more than that, a note in the lower right corner gives the full count, for example 10,000 of 12,000, and Applied advises adding search criteria to narrow it. The articles we read show attachments per account, so an agency-wide total is a question for Applied.
  • Deleting an attachment moves it to the Inactive list and does not remove it from the system, so a count of active attachments undercounts what exists.
  • Scanned items that were never routed to an account can be recycled, and by default Epic deletes recycled items after 60 days. The setting runs from 0 to 60 days. Batch Scan History is kept for 12 months by default, and the setting runs from 1 to 120 months. Ask your administrator whether either was changed.
  • When you locate accounts, the Active and Inactive checkboxes decide which accounts show up. Tick both when you are sizing history.
  • Applied says the Excel version of a report holds the raw data behind it but not the totals or calculations built from that data, so rebuild any total from the rows.
  • Emailed reports carry client data. Save the files somewhere secure and delete the email copies when you are finished.
  • An agency book mixes client personal details, carrier and MGA material and, for benefits work, employee data. Check your carrier, MGA and client agreements for confidentiality terms before you license anything. This is not legal advice.

This guide isn't legal advice. Check your contracts, and any recording-consent rules that apply, with your own lawyer.

Why buyers value it

Epic is the record of an agency's book of business: who the client is, what was placed and with which carrier, when it renewed or lapsed, which claims followed and what the staff wrote along the way. Applied's own Retention Report is built to show business retained and lost, which is the kind of outcome that makes policy records useful.

For AI buyers building submission triage, renewal and service tools for brokerages, years of policies tied to real activities and outcomes are hard to find anywhere public. The records are most useful when they run unbroken from the first policy to the present.

What stays private

Client and contact names, phone numbers, emails, street addresses, dates of birth, driver's license and Social Security numbers, vehicle identification numbers, and policy, claim and account numbers are removed or replaced before delivery under the license. Banking details and payment cards are excluded, as are medical and benefits-enrollment details for individual employees.

Carrier and MGA material, such as rate pages, underwriting guidelines and portal downloads, belongs to those parties and is excluded unless you can show you own it. Attachments are excluded by default, along with your logins, user list, interface credentials and report recipients.

Common questions

For policy-level counts and exports, no. Reports/Marketing can deliver a Policy List as a CSV or Excel file to a named recipient. A developer or integration partner only comes in if you want the SDK route. Attachments need a separate plan.

Count policies. A package policy carries several lines of business, so mention the number of lines in the description if you know it. Counting distinct policy identifiers in the report file gives you policies.

No. Buyers license de-identified operating records. Client names, contact details and identifying numbers come out before delivery, and carrier-owned material is left out.

Sources

Vendor documentation, checked . Screens and plans change, so if a step looks different in your account, check with Applied Epic.

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